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Indicold Supplier Policy

1. Introduction

Indicold Private Limited (“Indicold” or “the Company”) is committed to maintaining the highest standards of integrity, quality, and sustainability in its operations as a leading provider of cold chain warehousing and logistics solutions in India. This Supplier Policy outlines the expectations and requirements for all suppliers, vendors, and contractors (“Suppliers”) who provide goods, services, or materials to Indicold. By engaging with Indicold, Suppliers agree to comply with this policy, applicable laws, and any contractual terms.

The purpose of this policy is to:

  • Ensure ethical and responsible sourcing.
  • Promote quality, safety, and environmental sustainability.
  • Foster long-term, mutually beneficial relationships.
  • Mitigate risks in the supply chain, particularly in temperature-controlled logistics.

This policy applies to all Suppliers globally, with special emphasis on those supporting cold chain infrastructure, such as refrigeration equipment, insulated packaging, transportation vehicles, and related services.

2. Supplier Selection and Qualification

Indicold selects Suppliers based on a fair and transparent process. Key criteria include:

  • Competitive Pricing and Value: Suppliers must offer cost-effective solutions without compromising quality.
  • Quality and Reliability: Proven track record of delivering high-quality products/services that meet or exceed industry standards (e.g., ISO 9001 for quality management, FSSAI for food safety where applicable).
  • Capacity and Scalability: Ability to meet Indicold’s volume requirements and scale operations as needed.
  • Innovation: Preference for Suppliers who demonstrate innovative approaches to cold chain efficiency, such as energy-efficient refrigeration or sustainable materials.
  • Financial Stability: Suppliers must provide evidence of financial health upon request.
  • References and Audits: Indicold reserves the right to conduct audits, site visits, or request references to verify compliance.

Suppliers must complete a qualification questionnaire and may be required to undergo periodic reviews.

3. Ethical Standards and Compliance

Indicold expects Suppliers to uphold the highest ethical standards:

  • Legal Compliance: Adhere to all applicable local, national, and international laws, including labor laws, anti-corruption regulations (e.g., Prevention of Corruption Act, 1988 in India), and trade sanctions.
  • Anti-Bribery and Corruption: Zero tolerance for bribery, kickbacks, or unethical practices. Suppliers must comply with Indicold’s Anti-Bribery Policy.
  • Human Rights and Labor Practices: Prohibit child labor, forced labor, and discrimination. Ensure fair wages, safe working conditions, and reasonable working hours in line with ILO conventions.
  • Conflict of Interest: Disclose any potential conflicts, such as relationships with Indicold employees.

Non-compliance may result in immediate termination of the relationship.

4. Quality and Product Standards

Suppliers must ensure that all goods and services meet Indicold’s specifications:

  • Cold Chain Specific Requirements: Products (e.g., refrigerants, insulation materials) must maintain temperature integrity (e.g., -18°C to +4°C for frozen/chilled goods) and comply with standards like HACCP or GDP for pharmaceuticals.
  • Testing and Certification: Provide certificates of analysis, material safety data sheets (MSDS), and third-party testing results where required.
  • Defect Management: Implement robust quality control processes. Defective goods must be replaced at the Supplier’s expense, with root cause analysis provided.
  • Traceability: Maintain full traceability of materials, especially for perishable or hazardous items.

Indicold may reject non-conforming deliveries and impose penalties.

5. Sustainability and Environmental Responsibility

As a cold chain leader focused on sustainable solutions, Indicold prioritizes eco-friendly practices:

  • Environmental Compliance: Minimize environmental impact through reduced emissions, waste management, and energy efficiency. Comply with India’s Environmental Protection Act, 1986.
  • Sustainable Sourcing: Use recyclable or biodegradable materials where possible. Preference for Suppliers with certifications like ISO 14001 (Environmental Management).
  • Carbon Footprint: Report on greenhouse gas emissions and support Indicold’s goals for net-zero operations.
  • Resource Conservation: Promote water and energy conservation in manufacturing and logistics processes.

Suppliers are encouraged to participate in Indicold’s sustainability audits.

6. Health, Safety, and Security

  • Workplace Safety: Maintain safe environments compliant with OHSAS 18001 or ISO 45001 standards. Report any incidents affecting Indicold.
  • Product Safety: Ensure goods are free from hazards, with proper labeling and handling instructions.
  • Data Security: Protect Indicold’s confidential information and comply with data protection laws (e.g., India’s Digital Personal Data Protection Act, 2023).
  • Supply Chain Security: Implement measures to prevent tampering, theft, or contamination, especially in temperature-sensitive logistics.

7. Commercial Terms

  • Pricing and Payment: Prices must be fixed as per contracts, with invoices submitted accurately. Payment terms are net 30-60 days, subject to approval.
  • Intellectual Property: Respect Indicold’s IP rights and ensure supplied goods do not infringe third-party rights.
  • Confidentiality: Treat all business information as confidential under a non-disclosure agreement (NDA).
  • Insurance: Maintain adequate insurance coverage for liability, product defects, and business interruptions.

8. Performance Monitoring and Improvement

Indicold will monitor Supplier performance through key performance indicators (KPIs) such as on-time delivery (target: 98%), defect rates (<1%), and responsiveness. Suppliers must:

  • Participate in regular reviews and corrective action plans.
  • Report any disruptions (e.g., supply shortages) at least 30 days in advance.

Underperforming Suppliers may face probation, reduced orders, or termination.

9. Dispute Resolution and Termination

  • Disputes: Resolved amicably through negotiation. If unresolved, subject to arbitration in New Delhi, India, under the Arbitration and Conciliation Act, 1996.
  • Termination: Indicold may terminate agreements for breach, with notice. Suppliers must ensure smooth handover.

10. Reporting and Contact

Suppliers must report violations or concerns confidentially via ethics@indicold.in. For inquiries, contact procurement@indicold.in.

This policy is effective from January 01, 2025, and may be updated periodically. Suppliers will be notified of changes.

Approved by:
Kartik Jalan, Founder
Indicold Private Limited